Advancement Operations Specialist - Elmhurst - Elmhurst University

Description

Reporting to the Senior Director of Philanthropy, the Advancement Operations Specialist is responsible for the management, integrity, and analysis of Elmhurst University's advancement data. This position ensures accurate and actionable information is available to support fundraising strategy, reporting, and operational decision-making. Key responsibilities include overseeing data entry and maintenance, developing and running reports, analyzing trends to inform fundraising strategies, and maintaining systems that enhance the efficiency and effectiveness of the advancement team. The Advancement Operations Specialist also conducts prospect research and related analyses to guide gift officers in qualifying and managing prospective donors. This role contributes to initiatives that strengthen data-driven advancement practices and support the University's overall fundraising goals.

Position Status: Non-Exempt

Salary Range: $24.04 - $26.44 (equivalent of $50,000-$55,000 a year). This is the expected salary range for this position. The actual salary offered will depend on a candidate's experience and education, and departmental budget.

Responsibilities

70% – Database Management and Systems Support

• Supports the strategic management, maintenance, and optimization of Institutional Advancement databases by assisting with data integrity, accuracy, and standardization efforts, and helping ensure alignment with the University's fundraising and engagement priorities.
• Helps develop comprehensive and dynamic dashboards, analytics, and reports to monitor and analyze fundraising progress, donor engagement, and pipeline health, translating complex data into actionable insights for leadership and frontline staff.
• Generates targeted mailing and email lists for campaigns, newsletters, magazine distributions, and engagement event invitations, maximizing outreach effectiveness and donor responsiveness.
• Serves as a trusted partner to Information Services and campus stakeholders to optimize the use of Raiser's Edge, ensure data integrity and compliance, implement best practices, and support integration across institutional systems.
• Supports Alumni Engagement team by providing data, including attendee lists, giving histories, and prospect insights to inform engagement strategies and measure outcomes.
• Drives operational excellence by designing and streamlining processes, optimizing workflows, and implementing project management strategies for major gift initiatives, solicitation campaigns, and events.
• Continuously evaluates and implements innovative fundraising technologies, analytics tools, and data management practices to improve efficiency, enhance donor relations, and increase philanthropic impact.
• Acts as backup to the Advancement Services Specialist; ensures accurate gift entry, compliance with gift acceptance policies, timely reporting, and proper donor recognition.

30% – Prospect Insights and Moves Management

• Identifies, researches, and profiles high-potential individual, corporate, and foundation donors for major gifts, endowed gifts, special projects, and sustaining support strategies.
• Builds and manages a robust prospective donor pipeline using predictive modeling, advanced database queries, and statistical analysis to prioritize prospects with the highest potential impact.
• Partners with Institutional Advancement leadership and Gift Officers to implement and maintain moves management and staging systems, ensuring every interaction is informed, strategic, and impactful.
• Translates research findings and donor intelligence into actionable engagement strategies, directly influencing the institution's philanthropic success.

OTHER DUTIES AND RESPONSIBILITIES:

• Supports mission, vision and values of Elmhurst University.
• Demonstrates a strong commitment to continuous improvement.
• Performs other duties and completes special projects as assigned.

Requirements

Minimum Qualifications

• Bachelor's degree required, majored in Data Science, Business, Analytics, Database Administration, or another related field preferred.
• Proficient with technology, including MS Office Suite, and working knowledge of Structured Query Language (SQL).
• 1-2 years of experience working in Constituent Relationship Management software, preference for Blackbaud Raiser's Edge.
• Data management experience.
• Ability to apply and leverage technology to build the capacity of an Institutional Advancement department
• Ability to work collaboratively.
• Excellent analytical, critical thinking, and communication skills, including strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with the highest professional and ethical standards.
• Strong customer service orientation.
• Demonstrated knowledge of sophisticated database program processing and administrative techniques.
• High level of organizational skill and attention to detail, with proven ability to manage multiple projects and deadlines simultaneously.

Preferred Qualifications

• Experience in higher education, nonprofit advancement, or institutional fundraising.
• Experience with Entrinsik Informer.
• Knowledge of governmental and non-profit accounting procedures and applicable tax laws, the fundraising process, and the concept of donor relations.

Working Conditions/Physical Requirements
The essential functions of this position are primarily performed in an indoor setting with limited exposure to outdoor weather conditions. Work is often sedentary in nature and requires remaining in a stationary position for extended periods. Required abilities include speaking and hearing for in-person and virtual communication, using close and distance vision when reading documents or viewing screens, and performing tasks with repetitive fine motor skills. Work may require occasional lifting, bending, carrying, or otherwise moving objects weighing up to 15 pounds. Qualified applicants who can perform the essential functions of this position with or without reasonable accommodations will be considered.

Benefits

An overview of Elmhurst University benefits is available here.

Please submit cover letter, resume, and three references with contact information with online application. The references should include name, phone number and email. This information may be included in applicant's cover letter or uploaded under optional "other" document.